Feeding a 3-day company retreat in Bali: meals and timing
How to plan the food for a three-day company retreat at a Bali villa: the meal map, headcounts by meal, dietary lists, pricing models, timing and payment.
To feed a three-day company retreat in Bali, map every meal against the agenda, count guests meal by meal, collect one dietary list and send it all in one brief. Our team for corporate retreat catering in Bali then turns that brief into a written meal schedule with the menus, staff and costs for each day.
One real question organisers send us is whether we can quote breakfast plus dinners for a multi-day retreat group. The answer is yes, and the quote is only as good as the brief behind it. This guide shows how to build that brief: the meal map, headcounts, dietary lists, the two pricing models, timing and payment. myCHEF has served more than 5,000 events and 20,000 guests across Bali and Lombok.
- A three-day retreat usually needs seven or eight meals plus coffee breaks.
- Count guests meal by meal, not once for the whole stay.
- Send one dietary list, with allergies apart from preferences.
- Food-included catering and a stay chef are priced in different ways.
- A 50% deposit locks the dates and the balance is due the day before.
How many meals does a three-day retreat need?
Most three-day retreats need seven or eight meals at the villa. Arrival day often has a late lunch and a welcome dinner, the full workshop day has breakfast, lunch and dinner, and departure day has breakfast and a final lunch. Coffee breaks sit on top, so list them as separate services in your brief.
| Day | Meals to plan | Notes for the brief |
|---|---|---|
| Day 1, arrival | Lunch if needed, afternoon break, dinner | Flight groups may arrive at different times |
| Day 2, workshops | Breakfast, two breaks, lunch, dinner | Fix the first session time and lunch length |
| Day 3, departure | Breakfast, final break, lunch or packed food | Packed meals need a collection time |
Cross out any meal the team will eat out, such as a restaurant evening, before you ask for a quote. For a single working day without an overnight stay, read how to plan the food for a conference day.
How should you count guests for each meal?
Count guests meal by meal, because retreat numbers move during the stay. Speakers may join only for lunch, a few colleagues may arrive on day two and some may leave before the final meal. A simple grid with days across the top and meals down the side gives the kitchen an accurate number for every service.
- Guests sleeping at the villa for each night.
- Speakers or facilitators joining selected meals.
- Late arrivals and early departures.
- Children or partners joining any meal.
Children under 8 eat free and children aged 9 to 12 are half price, so list their ages if families join a dinner. For bigger groups, hiring a villa chef for a large group stay explains how team size grows with headcount.
How do you collect dietary needs from the team?
Collect dietary needs once, with the registration form or RSVP, and send a single list before menus are approved. Record allergies separately from dislikes, and name each need clearly: vegetarian, vegan, halal, gluten-free or a specific allergy. A list with names and meals lets the kitchen plan alternatives without guessing on the day.
Our halal-certified chefs can prepare most menus halal, and gluten-free costs the same as the regular menu. A shared villa kitchen cannot be assumed allergen-free, so flag serious allergies early. See halal dining for groups and events and how gluten-free catering works.
Planning meals for a company retreat?
Send your dates, villa, headcount by meal and dietary list. We reply within 1 hour during service hours with the questions that shape your meal plan.
Which pricing model fits a company retreat?
There are two models. Food-included catering puts the agreed ingredients inside the menu price and suits defined meals for a larger group. A stay chef costs IDR 3,267,000 a day including tax and service (IDR 2,700,000++) for a chef and assistant covering up to 10 guests, with three flexible meals and groceries billed separately.
| Food-included catering | Stay chef | |
|---|---|---|
| Ingredients | Inside the menu price | Billed at cost with receipts |
| Best for | Defined meals for larger teams | Small teams up to 10 guests |
| Staff | Scoped to the menu and headcount | Chef and assistant for the day |
| Travel | Shown separately on the quote | Shown separately on the quote |
The published minimum spend for corporate events and catering programmes is IDR 15,000,000. To compare quotes fairly, check that the same meals and services are included; how groceries work with a villa chef explains the stay-chef side.
What should the villa confirm before the first meal?
The villa should confirm kitchen access, fridge space, the dining area and delivery times before menus are fixed. Send photos of the cooking area, hob, oven and fridge, and say how many people can eat together. A villa that sleeps a big group does not always have a kitchen sized to feed everyone in one short break.
- Kitchen photos and the equipment available.
- Where buffets or shared dishes can be set up.
- Delivery access, parking and any supplier registration.
- Tables, chairs, linens and cutlery: only included when requested.
- Rules on outdoor cooking or a grill.
For what the team does on arrival and during service, read what happens when catering comes to your villa.
How far ahead should you send the brief?
Send the brief as soon as dates and villa are known. Normal notice is 3 days and 2 days is fine, but a multi-day retreat benefits from more time to agree menus, staff and equipment. In peak season, including Christmas and New Year, plan for 2 to 4 weeks ahead.
On Christmas, New Year and other very big days, a private chef is only available as part of a multi-day booking, which a retreat usually is. Our service hours run from 08:00 to 22:00 daily.
How do payment and changes work?
A 50% deposit locks the dates and the balance is due the day before the first service. If headcounts or timings change, tell us as early as possible so ingredients, staff and costs can be adjusted in writing. If you cancel 7 or more days before, payments are returned minus any groceries already bought.
Read the full cancellation terms next to your proposal. If you also need villa sourcing, transfers and meeting equipment, our team for planning the whole company offsite covers the wider stay, and corporate catering for meetings and workshops suits a single working day.
FAQ
How many meals does a three-day company retreat need?
Usually seven or eight: lunch and dinner on arrival day, breakfast, lunch and dinner on the workshop day, then breakfast and a final lunch before departure. Add one or two coffee breaks on each working day. Count only the meals your team will actually eat at the villa.
Is there a minimum spend for a corporate retreat?
Yes. The published minimum spend for corporate events and catering programmes is IDR 15,000,000. Your retreat is then quoted around the real meals, headcount, menus, service team and venue, with the agreed inclusions written into the proposal.
Can one chef team cook for the whole retreat?
For a stay-chef booking, one chef with an assistant covers up to 10 guests at IDR 3,267,000 a day including tax and service (IDR 2,700,000++), with groceries billed at cost. Larger teams need more kitchen staff, and the proposal shows the team size for your headcount.
How do you handle allergies across a team?
Send one list before the menu is approved, with allergies recorded separately from preferences. Our halal-certified chefs can prepare most menus halal and gluten-free costs the same. A serious allergy needs a separate check of ingredients, storage and the villa kitchen.
When is payment due for retreat catering?
A 50% deposit locks the dates and the balance is due the day before the first service. If you cancel 7 or more days before, payments are returned minus any groceries already bought. Read the cancellation terms with your proposal.
Is there a travel fee for retreat catering?
Travel is free in Canggu, Seminyak, Kerobokan, Berawa and Pererenan. Sanur is IDR 100,000, Ubud IDR 350,000 and Uluwatu IDR 500,000 for each visit. For other areas the travel fee is shown on your quote before you confirm.
Your next step
See how myCHEF runs daily meals for company retreats, then send your dates, villa, headcount by meal and dietary list on WhatsApp. You get one written meal schedule that lists what is and is not included.
